[ITW] Boris Roy CEO of Office Gemini, publisher of Dokmee, EDM solution

Today, digital transformation is a must for every company, whatever its size or the industry in which it operates. This transformation involves digitizing processes and document management, moving from paper to digital documents.

In this interview, Boris Roy, founder of Office Gemini and publisher of Dokmee software, takes a look at companies' document management needs and the challenges of EDM. We also take the opportunity to find out more about this complete Electronic Document Management solution.

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What can you tell us about the digitization of processes linked to the dematerialization of data?

Boris Roy :

Some processes enable us to create natively digital documents, while others require digitization. These different business processes then become completely digital. Signatures and stamps are affixed electronically to files, generally in PDF format, marking the end of paper documents and ink stamps. This means greater responsiveness, and the document database is immediately available to all employees, whether on the move or in the office, while guaranteeing optimum security and total control, with electronic signature mechanisms protected by password or biometric control, for example. In addition, users are only authorized to consult documents for which specific rights have been defined. A large number of functions, such as printing, emailing, document editing, etc., can be restricted or even forbidden, depending on the user's profile.

Finally, with an advanced EDM solution, reliable and exhaustive traceability of the entire document base is possible. Thanks to audit functions, user actions on the system are recorded (with time and date stamps) in an unalterable way, so as to be able to respond in detail to any regulatory constraints.

Our Dokmee solution offers these functions natively, and unlike software such as SharePoint, the tools and interface do not require any specific development. We also offer features that non-specialized software doesn't: the best OCR engines on the market, high PDF compression, large file linking, version control, annotations and electronic signature management. All these features make Dokmee the ideal tool for all companies looking to streamline their document management while meeting the latest regulatory requirements.

How can Electronic Document Management help your company?

Boris Roy:

EDM helps your company better comply with new regulations, such as the RGPD (General Data Protection Regulation). Indeed, companies today are becoming guarantors of the proper management of their data and must be able to produce evidence on simple request, particularly concerning the protection of the personal data they hold. EDM makes it easy to store, manage and retrieve this information rapidly. It also enables better management of the risks associated with data processing, thanks to native backup functions. In the event of failure to produce appropriate security measures, the relevant supervisory authorities can impose very heavy penalties on the company. Under the RGPD, regulators can impose financial penalties of up to 4% of a company's annual worldwide sales or 20 million euros [whichever is higher] in the event of non-compliance.

Companies never lose out by switching to electronic document management. By digitizing their processes, they can achieve significant cost reductions, mainly through task automation. Internal and external collaboration is facilitated by access to information and real-time sharing with partners and customers.

Dokmee also enables large files to be sent without any size limit, thanks to a totally secure temporary link. Dokmee Capture automatically extracts data without any human intervention. These documents can then be automatically directed into our workflow module to trigger the appropriate validation process.

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How much does a dematerialization solution cost today?

Boris Roy:

Until a few years ago, EDM systems were only available to large groups, much as computers were in the early 80s. This situation is now very different.

Today, Dokmee offers complete solutions tailored to the needs of companies, starting at just a few dozen euros per month per user.

This low-cost subscription-based system not only smoothes out the investment, since no cash flow is required, but also allows the project to be booked as an operating expense rather than a capital expenditure. Project managers therefore benefit not only from an immediate return on investment, but also from easier budget approval.

In terms of processing costs with Dokmee, a budget of a few cents per page should be considered for automatic document data extraction. Taking into account the average cost in human resources for manual extraction of this data (between €5 and €8 per document for entry into an accounting system, for example), a saving of 70 to 95% on this processing alone is achievable as soon as the EDM system goes into production.

As far as EDM is concerned, the savings are immediately visible when you consider that, statistically, an employee spends more than half his or her working time searching for and gathering information. The ROI is even greater, since the cost of physical storage space dedicated to archives can easily be divided by 2 or 3, as a single hard disk can now hold around 1,500 document storage cabinets.

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